Multi-Functional Devices (MFD) Panel: User Guide
Modified on: Mon, 26 May 2025 8:40 AMIntroduction
The Catholic Education, Canberra and Goulburn (CECG) Multi-Functional Devices Panel was established following a competitive tender process. The categories of services forming the panel arrangement are:
- Multifunctional Devices (MFDs) and Associated Hardware
- Print Management Software
- Print Management Services.
Head agreements were signed with each vendor for an initial three-year period commencing on 1st January 2025 and expiring 31st December 2027, with one, two-year extension option.
Each Device provided will be supported by a support and maintenance agreement (Print Management Agreement). The Print Management Agreement continues for the Warranty Period (5 years), with the option to extend by mutual agreement for up to an additional two (2) years.
Purchase of MFDs vs Lease
- All Schools are required to purchase the devices outright and not set up any lease arrangement for new devices.
- No device is to be set up on leasing arrangements other than already existing arrangements.
- For any devices currently on a lease arrangement, Schools are advised to replace the devices upon their lease expiry with new devices purchased outright from the panel.
- Please speak to your School’s Finance Business Partner for Budget.
Benefits
The Panel has been established to provide CECG stakeholder with access to specialist third-party providers in the respective service categories.
The benefits of the panel arrangement are:
- Reduced capital cost for each new device.
- Competitive costs for ongoing print management services.
- A standardisation of purchasing activities for MFD, hardware capability and service provision;
- Established agreed processes by both CECG stakeholders and Panel Suppliers;
- Achieving streamlined efficiency through consistency of processes; and
- Ability to allow for system wide reporting capability across Printing.
Suppliers and Device Summary
Supplier Trading Name |
Device Type |
Device Name |
Link |
Supplier Contact |
|
FUJIFILM Business Innovation Australia Pty Ltd |
Small |
Apeos 4830 Mono MFP |
Email: michael.groenhout.vq@fujifilm.com Phone: 0418 481 143 |
|
Small – (ALTERNATE) |
Apeos C3530 Colour MFP |
|||
Medium |
Apeos C3567 Colour MFD |
|||
Large |
Apeos C5571 Colour MFD |
|||
Print Room |
Apeos C7580 Colour MFD |
|||
Konica Minolta Business Solutions Australia Pty Ltd |
Small |
bizhub 4051i |
https://www.konicaminolta.com.au/products/office-printing/bizhub-4051i |
Email: Patrick.Reilly@konicaminolta.com.au Phone: 02 6206 6521 |
Medium |
bizhub C361i |
https://www.konicaminolta.com.au/products/office-printing/bizhub-c361i |
||
Large |
bizhub C551i |
https://www.konicaminolta.com.au/products/office-printing/bizhub-c551i |
||
Print Room |
bizhub C751i |
https://www.konicaminolta.com.au/products/office-printing/bizhub-c751i |
||
Ricoh Australia Pty Ltd |
Small |
Ricoh IM C2010 |
Primary Contact: Ben De Mamiel Phone: 0406 702 755 Tina Economou Email: teconomou@ricoh.com.au Scott Kennan Email: skennan@ricoh.com.au |
|
Medium |
Ricoh IM C3010 |
|||
Large |
Ricoh IM C6010 |
|||
Print Room |
Ricoh IM C8000 |
Engaging a Panel Member – The Procedure
On identification of specific requirements Catholic Education Schools, ELC’s and/or Office stakeholders (Catholic Education Stakeholders) may either:
- Sole selects a Panel Member for service provision; or
- Approach one or more Panel members for the provision of a Quote. The RFQ process will provide the opportunity to provide information that addresses the individual requirements of the specific location.
How to decide who to use?
A summary of response times and additional ongoing charges such as Call Outs and Price per Page printing has been extracted from the Deeds to assist in deciding on which supplier will best suit your needs (see below). Alternatively, two or three suppliers may be engaged and a decision made later. The Agreed Pricing provides the opportunity to establish a budget estimate before proceeding as available models can be reviewed.
Step # |
Summary |
Description |
Owner |
# |
Start |
A requirement for a new device has been identified. |
Service Area / School |
1 |
Obtain Budget Estimate |
Final configuration will not be available but an assessment on size required (small, medium, large or print room size) should be able to be made. Review agreed pricing for each supplier to collate. The easiest method is to select the size of the printer assessed and add on all available options. |
Service Area / School |
2 |
Engage Finance Business Partner |
Engage your Finance Business Partner to determine whether there is sufficient budget to progress. |
Service Area / School |
Decision |
Budget Available? |
If yes, go to Step 3 Engage with preferred Supplier(s) If no, go to End Procedure |
Finance Business Partner |
3 |
Complete RFQ Form |
Complete the RFQ form with high level requirements.
|
Service Area / School |
4 |
Engage with Supplier(s) |
The supplier(s) will conduct an assessment and will make a recommendation to enable you to select the best solution to meet requirements for your school. They can also assist you to complete the Request for Quote (RFQ) form. Engage with the Supplier; or Suppliers if looking to compare options and send them a copy of the RFQ; contacts are provided in this procedure; and arrange with them to visit your location. |
Service Area / School |
5 |
Conduct Assessment / Make Recommendation |
The supplier(s) will conduct an assessment and will make a recommendation to enable you to select the best solution to meet requirements for your school. |
Supplier(s) |
6 |
Provide Quote |
The supplier(s) will provide a formal quote. |
Supplier(s) |
7 |
Review Quote |
Review quote(s) for accuracy against RFQ requirements and agreed pricing. The quote should be in a format that uses descriptions and terminology consistent with the pricing that has been agreed. If not, it should be returned for updating. |
Service Area / School |
Decision |
Correct Format? |
If yes, go to Decision Proceed with Purchase? If no, go to Step 6 Provide Quote |
Service Area / School |
Decision |
Proceed with Purchase? |
Decide if the purchase will proceed. If yes, go to Step 8 Confirm Paper Cut Licencing If no, go to Step 12 Advise Supplier(s) |
Service Area / School |
8 |
Confirm Paper Cut Licencing |
Submit a Service Request to the ICT Team, via the ICT Portal, requesting confirmation of whether papercut licencing is required. Attach a copy of the quote for reference. |
Service Area / School |
9 |
Advise Licence Requirements |
ICT will advise whether additional Papercut licencing should be included in the Work Order or whether spare licences are available. |
ICT |
10 |
Complete Work Order |
Complete the Work Order form applicable to the preferred Supplier including Papercut Licencing if applicable |
Service Area / School |
11 |
Finance Delegate Approval |
Send the completed Work Order to the Finance Delegate for approval and execution |
Service Area / School |
Decision |
Approved? |
If yes, go to 13 Send Executed Work Order If no, go to 12 Advise Supplier(s) |
Finance Delegate |
12 |
Advise Supplier(s) |
Suppliers(s) to be advised if unsuccessful in RFQ procedure or if Finance Delegate approval is not provided. Go to End Procedure |
Service Area / School |
13 |
Provide Executed Work Order |
The executed Work Order is to be provided to the Supplier |
Service Area / School |
14 |
Execute Work Order |
The Supplier will execute the Work Order and return the completed document to the Service Area / School |
Supplier |
15 |
Raise Purchase Order |
A purchase order will be raised in accordance with CECG’s standard procedures and will be provided to the Supplier |
Service Area / School |
16 |
Fulfill Work Order |
The Supplier will commence fulfillment of the executed Work Order |
Supplier |
17 |
Raise ICT Service Request |
Submit a Service Request to the ICT Team, via the ICT Portal, requesting support for installation. Include a copy of the Work Order for reference. |
Service Area / School |
18 |
Negotiate Delivery / Install Dates |
The Service Area / School will negotiate Delivery / Install dates seeking input from the Supplier and ICT. |
Service Area / School - Lead Supplier ICT |
19 |
Manage Install / Decommission activities |
The Service Area / School will manage install and decommission activities (if required) providing any necessary coordination between the Supplier and ICT. Invoicing and payment will be managed outside of the procedure. Go to End Procedure |
Service Area / School - Lead Supplier ICT |
20 |
Resolve Service Request |
ICT will update internal records and documentation as required and resolve the Service Request Go to End Procedure |
ICT |
Support Services Summary
The following information is provided to assist in selecting a preferred supplier. Please note, all service calls must be made to the Supplier, not to the subcontractor / service agent.
Supplier |
Contact |
Response |
Restoration |
Support Provided by: |
Support Regions |
Ricoh |
24 x 7 Portal |
• Average 4-hour response time (metropolitan locations)
|
Metropolitan - 1 BD |
Ricoh Direct
Subcontractors: |
Region 1 - ACT |
Konica Minolta |
24 x 7 Portal |
• Average 4 hour response time (metropolitan locations) |
8 hour average (0-20km from dealer) |
Konica Minolta (Regions 1, 2 and 3)
Southern Business Machines - Nowra (Region 4) |
Region 1 - ACT |
Fujifilm |
24 x 7 Portal |
• Average 4 hour response time (Region 1) |
Metropolitan - 1 BD |
Fujifilm Direct (ACT, Queanbeyan, Yass, Goulburn, Crookwell)
Subcontractors |
Region 1 - ACT |
Additional Charges
Supplier |
Print Management Services |
|
Service Call Out (onsite presence required) |
Delivery and Install Charge |
|
|
|
Region / Print Size |
Cost per page |
|
Device Type |
Cost per Device |
Additional of same type |
Ricoh |
Region 1 Metro - Mono Metro - Colour
Region 2-7 Regional - Mono Regional - Colour |
$ 0.0046 $ 0.046
$ 0.0055 $ 0.055 |
|
|
|
|
Konica Minolta |
Region 1, 2 and Yass Black and White Colour
Region 3, 4, 5, 6 and 7 (excluding Yass) Black and White Colour |
$0.005 $0.049
$0.006 $0.06 |
Region 4 – Batemans Bay, Broulee, Moruya - $134 Region 5 – Gundagai, Adelong, Tumut, Batlow - $172 Region 6 – Murrumburrah, Cootamundra - $245 Region 6 - Young, Grenfell - $142 Region 7 – Lake Cargelligo, West Wyalong, Temora - $152 |
Small – A4 Medium – A3 Large – A3 Print Room – A3 |
$234 $421 $421 $421 |
$132 $191 $191 $191 |
Fujifilm |
Region 1 Small Black and White Small Colour |
$0.0065 N/A |
|
|
|
|
|
Small Alternative / Print Room Alternate Black and White Colour |
$0.0055 $0.055 |
|
|
|
|
|
Medium / Large / Print Room Black and White Colour |
$0.0045 $0.045 |
|
|
|
|
|
Region 2-6 Small Black and White Colour |
$0.0065 N/A |
|
|
|
|
|
Small Alternate / Medium / Large / Print Room Black and White Colour |
$0.0065 $0.065 |
|
|
|
|
|
Region 7 Small Black and White Colour |
$0.0075 N/A |
|
|
|
|
|
Small Alternate / Medium / Large /Print Room Black and White Colour |
$0.0075 $0.075 |
|
|
|
|
